Administrative Specialist II - Attractions & Tourism

Pima County • Tucson, AZ

1d

About The Position

The Attractions & Tourism Department is seeking an Administrative Specialist II who will play a crucial role in supporting various operational tasks. While the position generally follows regular business hours, the selected individual must be available to work outside of traditional hours on limited occasions. This position will also have a supportive role in the Southern Arizona Heritage and Visitor Center, which is operated by the department and Visit Tucson. As the Administrative Specialist II you will be responsible for opening and closing the Southern Arizona Heritage and Visitor Center Gift Shop, daily Monday through Friday, specifically overseeing the cash handling of the part-time gift shop staff at open and close. This role will also help to manage the store’s inventory and quarterly reconciliation of its consignment accounts and will process the deposits and cash receipts for the store’s daily sales. This is not a traditional retail sales position, but this position will have training to back up gift shop sales staff if needed. Responsibilities of the Administrative Specialist encompass a wide range of administrative duties. These include handling phone calls, greeting visitors, communicating building security procedures to staff, and providing general information to the public. The role also involves collaborating with County personnel and external agencies to coordinate programs and projects, monitoring activities, and facilitating internal services like accounting, payroll, personnel, management information services, and purchasing. Additionally, the selected individual will evaluate work unit requirements and recommend administrative policies and procedures, ensuring compliance with applicable regulations and County policy. Maintaining databases, generating reports, assisting in grant coordination, drafting and updating contracts, preparing agendas and minutes, gift shop cash drawer and inventory management, and documenting department policies and procedures are also essential tasks. You will also be responsible for managing staff calendars, organizing meetings, and events, and may represent the department at various meetings, conferences, and community events when necessary. The Administrative Specialist should be flexible in taking on other assigned duties as needed. This professional administrative position also serves as the receptionist and first point of contact in the office, requiring excellent communication and customer services skills, ability to multi-task and manage time effectively, strong attention to detail, and proficiency using Microsoft Office and Adobe Acrobat programs. A degree in business management, organization, or communication and/or five years of experience working in a similar professional administrative role is preferred.

Requirements

• Associate’s Degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment AND one year of professional experience in public or business administration. (Relevant experience and/or education from an accredited college or university may be substituted.)
• OR: One (1) year with Pima County as an Administrative Specialist I or closely related professional administrative classification.
• Excellent communication and customer services skills
• Ability to multi-task and manage time effectively
• Strong attention to detail
• Proficiency using Microsoft Office and Adobe Acrobat programs
• Valid driver license is at time of application.
• Valid AZ driver license is at time of appointment.

Nice To Haves

• Minimum three (3) years experience in office administration, as administrative assistant, or similar positions.
• Experience with retail operations and inventory management.
• Experience with Microsoft Office Suite (Excel).

Responsibilities

• Opening and closing the Southern Arizona Heritage and Visitor Center Gift Shop, daily Monday through Friday, specifically overseeing the cash handling of the part-time gift shop staff at open and close.
• Manage the store’s inventory and quarterly reconciliation of its consignment accounts and will process the deposits and cash receipts for the store’s daily sales.
• Handling phone calls, greeting visitors, communicating building security procedures to staff, and providing general information to the public.
• Collaborating with County personnel and external agencies to coordinate programs and projects, monitoring activities, and facilitating internal services like accounting, payroll, personnel, management information services, and purchasing.
• Evaluate work unit requirements and recommend administrative policies and procedures, ensuring compliance with applicable regulations and County policy.
• Maintaining databases, generating reports, assisting in grant coordination, drafting and updating contracts, preparing agendas and minutes, gift shop cash drawer and inventory management, and documenting department policies and procedures.
• Managing staff calendars, organizing meetings, and events, and may represent the department at various meetings, conferences, and community events when necessary.
• Taking on other assigned duties as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees